FY2001 11/21/2000BRANCH OFFICE
3117 OVERSEAS HIGHWAY
MARATHON, FLORIDA 33050
TEL. (305) 289-6027
FAX (305) 289-1745
MEMORANDUM
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CLERK OF THE CIRCUIT COURT
MONROE COUNTY
5W WHITEHEAD STREET
KEY WEST, FLORIDA 33040
TEL. (305) 292-3550
FAX (305) 295-3660
DATE: December 4, 2000
TO: Jennifer Hill, Budget Director
Office of Management & Budget
ATTN: Dave Owens
Grants Administrator
FROM: Pamela G. Hanc
Deputy Clerk
BRANCH OFFICE
88820 OVERSEAS HIGHWAY
PLANTATION KEY, FLORIDA 33070
TEL. (305) 852-7145
FAX (305) 852-7146
At the November 21, 2000, Board of County Commissioner's meeting the Board granted
approval and authorized execution of the Fiscal Year 2001 Anti -Drug Abuse Act Funds
Agreements between Monroe County and the following: Florida Keys Outreach Coalition Sunrise
House Transitional Housing for Recovering Men I, and the Guidance Clinic of the Middle Keys
Residential Detoxification Services for Monroe County Homeless Men and Women Program II.
Enclosed please find a duplicate original of each of the above for your handling. Should
you have any questions please feel free to contact this office.
Cc: County Administrator w/o documents
County Attorney
Finance
File
ANTI -DRUG ABUSE ACT FUNDS AGREEMENT
THIS AGREEMENT is made and entered this , Z/,'It _ lay of "B ABM
2000, by and between MONROE COUNTY, a political subdivision of the State of Florida,
whose address is 5100 College Road, PSB Wing II, Stock Island, Key West, FL 33040,
hereinafter referred to as "COUNTY," and Guidance Clinic of the Middle Keys Residential
Detoxification Services for Monroe County Homeless Men and Women Program II, whose
address is 3000 41' Street, Marathon, FL 33050, hereinafter referred to as "CLINIC."
WITNESSETH
WHEREAS, the Department of Community Affairs has awarded a sub -grant of Anti -
Drug Abuse Act Funds to COUNTY to implement a program that provides Residential
Detoxification Services for Monroe County Homeless Men and Women; and
WHEREAS, the County is in need of an implementing agency to provide said services
under this Program; and
WHEREAS, the CLINIC is the sole provider of this program; and
WHEREAS, the COUNTY has agreed to disburse the Anti -Drug Abuse Act Funds to the
CLINIC in accordance with the COUNTY'S application for the Anti -Drug Abuse Act Funds.
NOW THEREFORE, in consideration of the mutual understandings and agreements set
forth herein, the COUNTY and the CLINIC agree as follows:
1. TERM - The term of this Agreement is from October 1, 2000, through September
30, 2001, the date of the signature by the parties notwithstanding, unless earlier terminated as
provided herein.
2. SERVICES - The CLINIC will provide services as outlined in the COUNTY'S
Anti -Drug Abuse Sub -grant Award, attached and made a part hereof.
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3. FUNDS - The total project budget to be expended by the CLINIC ir�§rm' e ,
of the services set forth in Section 2 of this agreement shall be the total sum of $30,T�'60. �he o
total sum represents federal grant/state sub -grant support in the amount of $22,954,'OH2and ldtal
matching funds in the amount of $7,652.00, which amount shall be provided by thiko ty a.
through the grant matching funds account. All funds shall be distributed and expep`n co
accordance with the Project Budget Narrative submitted as outlined in the grant a4jeeWnt,,.
4. INCORPORATION BY REFERENCE - The provisions of those certain
documents entitled "State of Florida Department of Community Affairs, Division of Housing
and Community Development, Bureau of Community Assistance Sub -grant Award Certificate
and Application" therefor and all laws, rules and regulations relating thereto are incorporated by
reference_ (Attachment A).
5. IMPLEMENTING AGENCY BOND - The CLINIC is an implementing agency
under the COUNTY' S Anti -Drug Abuse Program, and shall be bound by all the provisions of
the documents incorporated by reference in Section 4 of this Agreement. Additionally, the
CLINIC shall be bound by all laws, rules, and regulations relating to the COUNTY' S
performance under the Department of Community Affairs Grant Program.
6. BILLING AND PAYMENT
(a) The CLINIC shall render to the COUNTY, at the close of each calendar month,
an itemized invoice properly dated, describing the services rendered, the cost of the services, and
all other information required by the Program Director. The original invoice shall be sent to:
Grants Administrator
Public Service Building, Wing II
5100 College Road
Key West, FL 33040
(b) Payment shall be made after review and approval by the COUNTY within thirty
(30) days of receipt of the correct and proper invoice submitted by the CLINIC.
7. TERMINATION - This Agreement may be terminated by either party at any
time, with or without cause, upon not less than thirty (30) days written notice delivered to the
other party. The COUNTY shall not be obligated to pay for any services provided by the
CLINIC after the CLINIC has received notice of termination. In the event there are any unused
Anti -Drug Abuse Act Funds, the CLINIC shall promptly refund those funds to the COUNTY or
otherwise use such funds as the COUNTY directs.
8. ACCESS TO FINANCIAL RECORDS - The CLINIC shall maintain appropriate
financial records which shall be open to the public at reasonable times and under reasonable
conditions for inspection and examination and which comply with the Agreement incorporated
in Section 4 of this Agreement.
9. AUDIT - The CLINIC shall submit to the COUNTY an audit report covering the
term of this Agreement, within one -hundred twenty (120) days following the Agreement's lapse
or early termination and shall also comply with all provisions of the Agreement incorporated in
Section 4 of this Agreement.
10. NOTICES - Whenever either party desires to give notice unto the other, it must
be given by written notice, sent by registered United States mail, with return receipt requested,
and sent to:
FOR COUNTY FOR PROVIDER
Grants Administrator CONTACT NAME
Public Service Building AND ADDRESS
5100 College Road
Key West, FL 33040
Either of the parties may change, by written notice as provided above, the addresses or persons
for receipt of notices.
11. UNAVAILABILITY OF FUNDS - If the COUNTY shall learn that funding from
the Florida Department of Community Affairs cannot be obtained or cannot be continued at a
level sufficient to allow for the services specified herein, this Agreement may then be terminated
immediately, at the option of the COUNTY, by written notice of termination delivered in person
or by mail to the CLINIC at its address specified above. The COUNTY shall not be obligated to
pay for any services provided by the CLINIC after the CLINIC has received notice of
termination.
12. COMPLIANCE WITH LAWS AND REGULATIONS - In providing all services
pursuant to this Agreement, the CLINIC shall abide by all statutes, ordinances, rules, and
regulations pertaining to, or regulating the provision of, such services, including those now in
effect and hereafter adopted, and particularly Article 1, Section 3 of the Constitution of the State
of Florida and Article 1 of the United States Constitution, which provide that no revenue of the
state or any political subdivision shall be utilized, directly or indirectly, in aid of any church,
sect or religious denomination or in aid of any sectarian institution. Any violation of said
statutes, ordinances, rules, or regulations shall constitute a material breach of this Agreement
immediately upon delivery of written notice of termination to the CLINIC. If the CLINIC
receives notice of material breach, it will have thirty days in order to cure the material breach of
the contract. If, after thirty (30) days, the breach has not been cured, the contract will
automatically be terminated.
13. ASSIGNMENTS AND SUBCONTRACTING - Neither party to this Agreement
shall assign this Agreement or any interest under this Agreement, or subcontract any of its
obligations under this Agreement, without the written consent of the other.
14. EMPLOYEE STATUS - Persons employed by the CLINIC in the performance of
services and functions pursuant to this Agreement shall have no claim to pension, worker's
compensation, unemployment compensation, civil service or other employee rights or privileges
granted to the COUNTY' S officers and employees either by operation of law or by the
COUNTY.
15. INDEMNIFICATION - The CLINIC agrees to hold harmless, indemnify, and
defend the COUNTY, its commissioners, officers, employees, and agents against any and all
claims, losses, damages, or lawsuits for damages, arising from, allegedly arising from, or related
to the provision of services hereunder by the CLINIC.
16. ENTIRE AGREEMENT
(a) It is understood and agreed that the entire Agreement of the parties is contained
herein and that this Agreement supersedes all oral agreements and negotiations between the
parties relating to the subject matter hereof as well as any previous agreements presently in
effect between the parties relating to the subject matter hereof.
(b) Any alterations, amendments, deletions, or waivers of the provisions of this
Agreement shall be valid only when expressed in writing and duly signed by the parties.
IN WITNESS WHEREOF, the parties to this Agreement have caused their names to be
%to by the proper officers thereof for the purposes herein expressed at Monroe
, on the day and year first written above.
BOARD OF COUNTY COMMISSIONERS
KOLHAGE, Clerk OF VONROE COUNTY, FLORIDA
Clerk
Witness or
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APPROVED AS TO FORM
AND AL SUFFICI
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AGENCY NAME
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SWORN STATEMENT UNDER ORDINANCE NO. 10-1990
MONROE COUNTY, FLORIDA
ETHICS CLAUSE
bo,y t e- 1 . 1`-� warrants that he/it has not employed, retained
or otherwise had act on his/its behalf any former County officer or employee in violation of
Section 2 of Ordinance No. 10-1990 or any County officer or employee in violation of
Section 3 of Ordinance No. 10-1990. For breach or violation of this provision the County
may, in its discretion, terminate this contract without liability and may also, in its discretion,
deduct from the contract or purchase price, or otherwise recover, the full amount of any fee,
commission, percentage, gift, or consideration paid to the former County officer or employee.
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(signature
Date: v
STATE OF
COUNTY OFiJ�.d
PERSONALLY APPEARED BEFORE ME, the undersigned authority,
-1)0,4l1 0- C,e/ who, after first being sworn by me, affixed his/her
signature (name of individual signing) in the space provided above on this —2-49,j day of
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NOTARY PUBLIC
My commission expires:
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PUBLIC ENTITY CRIME STATEMENT
"A person or affiliate who has been placed on the convicted vendor list following a
conviction for public entity crime may not submit a bid on a contract to provide
any goods or services to a public entity, may not submit a bid on a contract with a
public entity for the construction or repair of a public building or public work,
may not submit bids on leases of real property to public entity, may not be
awarded or perform work as a contractor, supplier, subcontractor, or
consultant under a contract with any public entity, and may not transact business
with any public entity in excess of the threshold amount provided in Section
287.017, for CATEGORY TWO for a period of 36 months from the date of being
placed on the convicted vendor list."
ATTACHMENT A
Expense Reimbursement Reouirements
This document is intended to provide "basic" guidelines to Human Service Organizations, county
travelers, and contractual parties who have reimbursable expenses associated with Monroe County
business. These guidelines, as they relate to travel, are from FS 112.061, which is attached for
reference.
A cover letter summarizing the major line items on the reimbursable expense request should also
contain a certified statement such as:
I certify that the attached expenses are accurate and in agreement with the records of this
organization. Furthermore, these expenses are in compliance with this organization's contract with
the Monroe County Board of County Commissioners.
Invoices should be billed to the contracting agency. Third party payments will not be considered
for reimbursement. Remember, the expenses should be paid prior to requesting a reimbursement.
Only current charges will be considered, no previous balances.
Reimbursement requests will be monitored in accordance with the level of detail in the contract.
This document should not be considered all-inclusive. The Clerk's Finance Department reserves the
right to review reimbursement requests on an individual basis. Any questions regarding these
guidelines should be directed to 305/292-3528.
Payroll
A certified statement verifying the accuracy and authenticity of the payroll expenses.
If a Payroll Journal is provided, it should include:
Payroll Journal dates, employee name, salary, or hourly rate, hours worked during the payroll
journal dates, withholdings where appropriate, check number and check amount
If a Payroll Journal is not provided, the following must be listed:
Check number, date, payee, check amount, support for applicable payroll taxes
Original vendor invoices must be submitted for Worker's Compensation and Liability insurance
coverage.
Telephone Expenses
A user log of pertinent information must be remitted; the party called, the caller, the telephone
number, the date, and the purpose of the call must be identified.
Telefax, fax. etc.
A fax log is required. The log must define the sender, the intended recipient, the date, the number
called, and the reason for sending the fax.
Supplies services, etc.
For supplies or services ordered, the County requires the original vendor invoice.
Rents, leases, etc.
A copy of the rental agreement or lease is required. Deposits and advance payments will not be
allowable expenses.
Postage overnight deliveries, courier, etc.
A log of all postage expenses as it relates to the County contract is required for reimbursement.
For overnight or express deliveries, the original vendor invoice must be included.
Reproductions, copies, etc.
A log of copy expenses as it relates to the County contract is required for reimbursement. The log
must define the date, number of copies made, source document, purpose, and recipient. A
reasonable fee for copy expenses will be allowable. For vendor services, the original vendor invoice
is required and a sample of the finished product.
Travel Expenses: Please refer to Florida Statute 112.061.
Travel expenses must be submitted on a State of Florida Voucher for Reimbursement of Travel
Expenses. Credit card statements are not acceptable documentation for reimbursement.
Airfare reimbursement requires the original passenger receipt portion of the airline ticket. A travel
itinerary is appreciated to facilitate the audit trail.
Auto rental reimbursement requires the original vendor invoice. Fuel purchases should be
documented with original paid receipts.
Original taxi receipts should be provided. However, reasonable fares will be reimbursed without
receipts. Taxis are not reimbursed if taken to arrive at a departure point: for example, taking a
taxi from one's residence to the airport for a business trip is not reimbursable.
Original toll receipts should be provided. However, reasonable tolls will be reimbursed without
receipts.
Parking is considered a reimbursable travel expense at the destination. Airport parking during a
business trip is not.
Lodging reimbursement requires a detailed listing of charges. The original lodging invoice must be
submitted. The County will only reimburse the actual room and related bed tax. Room service,
movies, and personal telephone calls (see previous guidelines) are not allowable expenses. Per
diem lodging expenses may apply. Again, refer to Florida Statute 112.061.
Meal reimbursement is breakfast at $3.00, lunch at $6.00, and dinner at $12.00. Meal guidelines
are that travel must begin prior to 6:00 a.m. for breakfast reimbursement, before noon and end
after 2:00 p.m. for lunch reimbursement, and before 6:00 p.m. and after 8:00 p.m. for dinner
reimbursement.
Mileage reimbursement is calculated at 29 cents per mile for personal auto mileage while on county
business. An odometer reading must be included on the state travel voucher for vicinity travel. A
mileage map is available for reference to allowable miles from various Florida destinations.
Mileage is not allowed from a residence or office to a point of departure: for example, driving from
one's home to the airport for a business trip is not a reimbursable expense.
Data processing, PC time, etc.
The original vendor invoice is required for reimbursement. Intercompany allocations are not
considered reimbursable expenditures unless appropriate payroll journals for the charging
department (see Payroll above) are attached and certified.
The following are not allowable for reimbursement:
Penalties and fines
Non -sufficient check charges
Fundraising
Contributions
Capital outlay expenditures (unless specifically included in the contract)
Depreciation expenses (unless specifically included in the contract)
ATTACHMENT B
HUMAN SERVICE ORGANIZATION LETTERHEAD
Monroe County Board
of County Commissioners
Finance Department
500 Whitehead Street
key West, Florida 33040
(Date)
The following is a summary of the expenses for (Human Service
Organization name) for the
time period of
to
Check #
Payee Reason
Amount
101
A Company Rent
$xxxx.xx
102
B Company Utilities
$xxxx.xx
103
D Company Phone
$xxxx.xx
104
Person A Payroll
$xxxx.xx
105
Person B Payroll
$xxxx.xx
(A) Total
$xxxx.xx
(B) Total prior payments
$xxxx.xx
(C) Total requested and .paid (A + B)
$xxxx.xx
(D) Total contract amount
$xxxx.xx
Balance of contract (D - C)
$xxxx.xx
I certify that the above checks have been submitted to the vendors as noted and that the expenses
are accurate and in agreement with the records of this organization. Furthermore, these expenses
are in compliance with this organization's contract with the Monroe County Board of Commissioners
and will not be submitted for reimbursement to any other funding source.
Executive Director
Attachments (supporting documentation)
STATE OF FLORIDA
COUNTY OF MONROE
SWORN TO AND SUBSCRIBED before me this day of , 200_ by
(Event Contact Person) who is personally known
to me presented as identification:
Notary Public, State of Florida at Large
My Commission Expires:
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